Printing Statements

Use the Print Statements screen to print single or batch statements to mail to one or more customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names.

Before you begin, you can confirm the location where you are printing the checks.

If you plan to fax statements, rather than mailing them, be sure that you have enabled up your customers to receive faxed statements.

Note: If you select to also print invoices while you are printing statements, the system changes the print status for the invoices it prints to N.

To print statements:

1. From the A/R menu, select Print Statements to display the Print Statements screen.

2. In the Data Through field, enter the fiscal end-of-month date or the statement date to determine the date of the statements you want to print. The default entry is the current date, but you can change this. Keep in mind the following:

3. If you enter the 25th of the month, the system populates the Age as of field with the 26th day.

4. If you enter a date other than the 25th of the month, the system populates the Age as of field with that date.

5. If you enter a date that is for the 25th or earlier, the system uses this date for the previous balance.

6. If you enter a variable date, the system uses the fiscal end date of the previous month for the previous balance.

7. If you enter a date that is for the 26th through the 31st, the system uses the G/L end-of-month date to get the previous balance.

3. In the Age as of field, enter the date to determine the age of the statements you want to print or fax. The system populates this field with the Data Through date, but you can change this if needed. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date.

4. In the Home Branches field, do one of the following to determine the branches for which you want to print statements:

5. Press Enter to Select All – Prints or faxes statements for all customers.

6. Enter a branch or territory – Prints or faxes statements for only those customers assigned a particular home branch or territory.

Note: The message displayed in the Statement Message field corresponds to the branch entered in the Home Branches field.

5. In the Include Blank Home Branch (Y/N) field, enter one of the following to determine whether to include statements for customers who have no home branch defined:

• Y – Includes all customers who have not been assigned a home branch. This is the default.

• N – Does not include any customers who have not been assigned a home branch.

6. In the Sale Branches field, enter the branch, branches, or territories for which you want to print statements

7. In the Customer field, do one of the following to determine the customers for whom you want to print statements:

• Enter a customer's name – Prints statements for that customer.

• Leave the field blank – Prints statements for all customers.

• Use the Multi hot key – Displays the Customer Selection screen where you can create a group of customers for whom you want to print statements. For more information, see Creating or Editing Customer Statement Lists.

Note: If a customer is not flagged for batch statements, using the Customer field is the only way to produce a statement for that customer. If you skip the Customer field specify an individual customer in the Statement Options field, the system positions the cursor in the Customer field for entry of a customer bill-to or ship-to name. For more information, see Defining Customer Invoice Printing Options.

8. In the Statement Options field, press F10 and select one of the following to determine the type of statements you want to print:

• Individual Customer – Includes only the customer whose name is entered in the Customer field. For more information, see Faxing Single Statements.

• All Batch Stmt Customers – Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance.

• Positive Balance – Includes all customers who have a balance due that is greater than zero and who have an entry in the Batch Statement field in their customer record.

Note: If you select Individual Customer, All Batch Stmt Customers, or Positive Balance in the Statements Options field, the number of statements that print will be limited to those statements that fit those parameters, regardless of the settings in the Batch Statement field on the Customer Pricing/Printing screen. For more information, see Defining Customer Pricing Options.

• Current – Includes all customers with a current balance, regardless of the setting of the Batch Statement field in their customer record.

• 31-60 Days Past Due – Includes all customer who have a balance due that is from 31 to 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record.

• Over 60 Days Past Due – Includes all customers who have a balance due that is more than 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record.

• Negative Balance – Includes all customer who have a credit balance irrespective of whether or not there is an entry in the Batch Statement field in their customer record.

Note: To print different types of statements at the same time, use the Multi hot key to display the Statement Options Selection screen where you can create a list of statement types. If you select the Individual Customer option, you cannot use the Multi hot key. For more information, see Creating or Editing Customer Statement Lists.

9. In the Also Print Invoices field, press F10 and select one of the following to determine whether in addition to the printed statement, you want to print any of the following type of invoices:

• Batch Ready Invoices – Prints any invoices that are currently ready for batch printing. Invoices that are ready for batch printing have a print status of B.

• All Open Invoices – Prints all unpaid and partially paid invoices. If you want a copy of invoices for collection purposes or for doing an audit, or you run statements for those customers over 60 days past due, select this option. If you selected All Batch Stmt Customers in the Statement Options field, do not select this option.

• Statement Month Open Invoices – Prints the customer's current months unpaid and partially paid invoices. These statements will appear on the current month's statement.

• No – Prints only statements and includes no invoices. We recommend you use this setting.

• If you print statements and invoices, the batch number includes an S (statement) or an I (invoices), in case you need to resend them.

• If you specify an option other than No, and then send the job to the printer, and both forms, invoices and statements, are loaded in the same printer, and each statement is followed by the customer's corresponding invoices before the next statement is printed.

• If you specify an option other than No and send the job to the Hold File, two entries appear, one for the statements and one for the invoices, because each print job may be printed on a different form.

The Print Open Invoices function only works for customers who are flagged to receive printed statements.

If you select to also print invoices, and the customer has the E-mail Stmt-Invs lieu of Prt activity trigger set, the system sends both the statement and invoice through e-mail to the customer.

10. In the Ovrd Cust Batch Stmt Flag (Y/N) field, enter one of the following to determine whether to override the settings in the Batch Statement field on the Customer Pricing/Printing screen:

• N – Does not override the Batch Statement field settings. This is the default.

• Y – Overrides the Batch Statement field settings. If you enter Y, all statements, including those for ship-to customers, physically print. The system does not respect the Fax or Email triggers for these statements.

Note: The Batch Statement field on the Customer Pricing/Printing screen determines how many copies of a customer's month-end statement are printed with the batch statement printing. For more information, see Defining Customer Pricing Options.

11. In the Batch Sort By field, press F10 and select one of the following to determine how to sort the statements you want to fax:

• Zip – Sorts the statements first by zip code, and then by the customer name, in alphabetical order, as defined by the settings in the Sort By field on the Customer Maintenance screen. This is the default.

Note: Sort your statements by zip code if your company takes advantage of reduced postal rates by sending the statements as pre-sorted first class mail.

• Customer Name – Sorts the statements by customer name, in alphabetical order, as defined by the settings in the Name field on the Customer Maintenance screen.

• Customer Sort By – Sorts the statements by the parameters defined by the settings in the Sort By field on the Customer Maintenance screen.

Note: To specify the default value for this field, you must set the Default Invoice/Statement Sort control maintenance record.

12. Do one of the following to determine which customers to print statements for:

• To fax statements to a specific customer, enter that customer's name in the Customer field.

• To fax statements to customers with a particular statement cycle, move the cursor to the Customer Statement Cycle field, press F10, and select from a list of user-defined statement cycles.

• To apply more than one type of statement cycle, move the cursor to the Customer Statement Cycle field, use the Multi hot key to create a list of statement cycle codes, and then press Esc. The word *Multi* appears in the field to indicate that more than one cycle code has been selected.

Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Defining Customer Invoice Printing Options.

13. In the Minimum Balance to Process field, do one of the following to determine whether to allow the system to print statements.

14. Enter an amount – The system prints only those statements that are more than this amount.

15. Leave the field blank – The system prints statements regardless of the amount.

14. In the Send via FTP (Y/N) field, enter one of the following:

15. No – Does not send statements via FTP to a billing service. This is the default.

16. Yes – Sends statements via FTP to a billing service.

Note: This is an optional field. For more information, see Identifying FTP Access Settings.

15. Use the Msg hot key to move the cursor to the Statement Message field. Enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information.

16. Use one of the following hot keys to process the statements:

The system processes the statements according to your settings. A message displays at the bottom of the screen when the statement is faxed.

How the System Determines Printer Location for Checks

When you print statements, the system determines the printer location in the following way:

See Also:

Print and Fax Statements Overview

Creating or Editing Customer Statement Lists